Unit Clerk

Job Description

Job Title: Unit Clerk

Department: 5 North

Reports to: Nurse Manager

Date: 2024

Overall Purpose of Job

To provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do.

Key Responsibilities and Deliverables

• Be responsible for the provision of administrative support to the department.
• Receive visiting staff and visitors to the unit and help process their enquiries.
• Ensure that patients and their needs are at the centre of all Hospital activities.
• Demonstrate behaviours consistent with the Values of the Hospital.
• The post-holder reports to the Nurse Manager or designated deputy.

Admissions and Communication

• Be in regular communication with the nurse in charge.
• Form positive relationships with admitting consultants and the multi-disciplinary team.
• Liaise with community healthcare/support in a professional manner and communicate outcomes to nurse in charge.
• Schedule inpatient consults with other consultants.
• Follow up with the relevant staff on pending examinations for patients.

Reception Duties

• Receive visiting staff and visitors to the unit and help process their enquiries.
• Answer and route incoming calls to the appropriate people in a courteous and professional manner.
• Make outgoing calls as directed by nursing and medical staff.
• Co-ordinate patient bookings for Consultations and procedures on and off the ward (e.g. Radiology).
• Organize outpatient appointments for patients being discharged, where relevant.
• Collect post from main reception daily. Sort, separate, and distribute mail.

Patients Medical Records

• Be aware of and adhere to The General Data Protection Regulation (GDPR) which emphasises transparency, security and accountability by data controllers and processors, while standardising and strengthening the right of European citizens to data privacy. GDPR protects patients, their relatives and staff.
• Ensure that patient's charts are adequately maintained and available to the clinical staff when required. Merge temporary and existing charts when required.
• Record all charts received and ensure they are given to the requesting Doctor / Nurse.
• Ensure all documentation relating to patient charts is available at the Nurses station.
• N.B. Unit Clerks must not telephone the laboratory for results of tests, even if requested to do so by doctors or nurses.

General Duties

• Ensure that all paperwork is stored confidentially in the designated area of the Ward / Department level.
• Report any issues with IT systems; fixtures & fittings or cleanliness to the relevant department promptly.
• Assist with the effective and timely administration of 'BTime' the Hospital's time management system for all employees ensuring all records are up to date.
• Liaise with the Business Office with regards patients' departure from the ward.
• Manage /Liaise with Supply chain regarding stationary and non-clinical stock items for the ward.

Information Technology

• Make the most effective and efficient use of developments in information technology, for both patient care and administrative support, in a manner which integrates well with systems throughout the organisation.

Health and Safety

• Comply with all safety procedures that are in place under the Health, Safety and Welfare at Work Act and also within the spirit of the Hospital's mission, vision and values.

Confidentiality

• You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control. No documents or property of the Hospital may be removed from the Hospital without prior authorisation.

NOTE: The extent and speed of change in the delivery of health care is such that adaptability is essential in this position. The incumbent will be required to maintain and enhance their professional knowledge, skills and aptitudes necessary to respond to a changing situation. The Hospital is at the developmental stage and therefore, the job description must be regarded as an outline of the major areas of accountability at the present time which will be reviewed and assessed on an on-going basis.

Person Specification

Qualifications

• Leaving Certificate or equivalent.
• Computer literate with experience using IT systems, including MS Excel & Word.

Experience

• Previous secretarial/administrative experience in a customer facing role.
• Previous Health Care Experience is desirable.

Job Specific Competencies and Knowledge

• Exhibits high level of customer / patient relation skills.
• Exhibits ability to work as member of team in daily performance of duties.
• Exhibit ability to interact with a wide range of staff from different hospital departments.
• Have a high capacity for responsibility and individual initiative, and an ability to write clear and concise English.
• Have excellent organisational skills.
• Flexibility in hours of work.
• Evidence of personal career development
• Integrity and ethical stance.

Personal Competencies

All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required by their manager of hospital management.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.